HAWKESBURY
UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 8th May 2017
Present
Chris Rispin Angelo Sauro Hilary Rogers Mark Frankcom Kate Bashford
Fiona Steeds Bill Cullen Pat
Sherry Fiona Webb
Apologies
for Absence
Lorraine Rutter Neil Fozard
Rebecca Clark Sue & Pete Webb Louise Roberts
Sam Allen Martin Horner Parish Council
Minutes of the Last Meeting
These
were agreed as a true record.
Projects
Chris distributed the updated Projects
list.
·
Car
Park – Kate
has applied to Jewson for a £10,000 grant.
Still awaiting feedback from Vernon Chappell.
·
Upstairs
Room – Ceiling tiles replaced. Flooring,
blinds and lighting outstanding. Angelo
to look at cheaper lighting option due to budget limitations. Caroline to order flooring. Youth Club have money for blinds.
·
Windows
– Chris needs access to Youth Club cupboard to finalise
quote. Mark will give him a key.
Kate/Jane will apply for “Awards for All” grant for windows. Bill to set up
internet banking with 2 authorisations.
·
Stage
Doors – these are rotten but we don’t yet
have a quote. Fiona Webb asked that a green sticker be put on the backstage
Fire Exit sign. Angelo to sort this.
·
Constitution
– Chris and Kate met with Helen Black from CVS. We must
update our Constitution and our options are:
1)
Update but stay the same – an
unincorporated charity
2)
Become an incorporated
charity(CIO)which will reduce trustee liability
3)
Look to Parish Council to take over as
trustees
CVS
will advise us and we should be able to get grants to cover most of their costs
and they can recommend a pro-bono lawyer for free legal fees. Our biggest problem is the missing Vesting
Declaration and Conveyance. Chris will
go back to Parish Council about this.
The Committee unanimously agreed that we should liaise with CVS and go
for Option 3 or 2, depending on Parish Council’s position.
Finance
·
Treasurer’s
Report -Bill had distributed the report which
was discussed. Profit from Big Breakfast
should be around £600+.
·
Parish
Council Report - No report.
·
Deed
Document – see Constitution above.
·
Fees
– Chris is still working on this.
Income
·
Bookings
– Sunday After Show Event is progressing. No major bookings until Show Day. Pre-school emailed regarding a booking for a
Drama production – this has now been cancelled.
·
Car
Park – Neil collected £25 for parking.
Maintenance
·
Meter Readings and Logs to be done.
·
Maintenance Working Party – 27th
May at 10am. They will try to clean
pelmet. Fiona Webb will provide a key so
that they can use the long ladder which is stored under the stage. Drama have a grant to buy a new one.
Play
Area/Skatepark Report
Tiles in the Playground have dried out
leaving large gaps. There is a warning
sign on the gate and users have been emailed to warn of potential danger. Maintenance party to try and resolve this. Skatepark Committee are meeting on Wednesday.
Risk
Assessment
Nothing to be added to this.
Emergency
Lighting/Fire Bells – Chris to do checks.
Correspondence
Email from Pre-school regarding
Shed. Chris will reply that we are happy
for them to put a shed up providing they maintain and insure it. He will also address other issues raised last
month.
Any
Other Business
Angelo advised that there is a switch
in the entrance hall which over-rides the Outside Lighting but this must be
returned to the Off position or the lights will stay on all the time.
Date
of Next Meeting
The date of the next meeting will be 12th
June 2017 at 7.45pm
There being no further business the
meeting closed at 9.10pm.